36C24121Q0067_1.docx

36C24121Q0067

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1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C24121Q0067 01-04-2021 Jacob Linxweiler 603-314-4418 01-18-2021

2:00 PM

EST

Department of Veterans Affairs VAMC Manchester 718 Smyth Road Manchester NH 03104 X 621910 $16.5 Million N/A X Department of Veterans Affairs VAMC Manchester 718 Smyth Road Manchester NH 03104 Department of Veterans Affairs VAMC Manchester 718 Smyth Road Manchester NH 03104

Department of Veterans Affairs Financial Services Center PO Box 149971 Austin TX 78714-9971 See CONTINUATION Page This solicitation is for the non-personal services of non-emergent transportation of beneficiaries of the White River Junction VT and Manchester NH VA Healthcare Systems.

The contractor shall provide all labor, materials, tools, supervision, training, and safety measures necessary to meet requirements of the performance work statement.

The resultant contract will be a firm fixed price, indefinite delivery, indefinite Quantity (IDIQ) contract.

Wage Determinations created by the Department of Labor will apply to the resultant contract.

All quotes must be submitted electonicaly to jacob.linxweiler@va.gov before the time and date in box 8.

Questions must be submitted in writing by 01/11/21. All questions will be answered via amendment to this solicitation.

See CONTINUATION Page X X Jacob linxweiler

VA-VHA-2020-552B29A1

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C241 Department of Veterans Affairs VAMC Manchester 718 Smyth Road Manchester NH 03104

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Department of Veterans Affairs Financial Services Center PO Box 149971 Austin TX 78714-9971 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

36C24121Q0067

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B.2 PERFORMANCE WORK STATEMENT

GENERAL OVERVIEW

The primary intent of this contract is for the provision of non-emergent medical transportation (NEMT). Contractor shall furnish assisted medical transportation services for Taxi (ambulatory patients), Wheelchair Van, Litter (non-ambulatory patients), Advanced Life Support (ALS) Ambulance and Basic Life Support (BLS) Ambulance transportation for eligible beneficiaries of the Department of Veterans Affairs Medical Centers, (hereinafter referred to as VAMC) in accordance with all terms, conditions, and the schedule of this contract. The contractor shall provide all equipment, personnel, supervision, and support to provide these transportation services. This contract shall be for a period of one year.

A. TASKING/SPECIFICATIONS

A.1 Scope of Contract

Contractor shall provide medical transportation services seven (7) days per week (including holidays), twenty-four (24) hours per day, three hundred sixty-five (365) days per year, for the term of this contract. The majority of requests for service will be between the hours of 6:00 a.m. and 6:00 p.m. Monday through Friday. The contractor shall provide the VA Medical Center with the communication method of contacting the Contractor on a twenty-four (24) hour per day basis. The primary VA Medical Centers serviced under this contract include the major medical centers and community-based outpatient clinics (CBOCs) identified in section A.2 - VA Medical Facilities. However, trips may originate and terminate at any New England regional VAMC, Community Care Centers, Non-VA Medical Facilities, or a patient’s residence.

This contract will provide scheduled and unscheduled NEMT services for Veterans approved as travel beneficiaries. The contractor and any subcontractors will operate in accordance with the terms and conditions of this contract, applicable federal and state regulations, rules, statutes and industry accepted quality standards identified in this performance work statement. No trips requests will be made directly by patients. All transportation requests will originate from authorized VA staff who will, in all cases, first verify eligibility. Authorized VA requestors will include case workers, transportation managers, Urgent Care Staff, or AOD, after hours. VA will periodically provide list of authorized requesters.

A.2 VA Medical Facilities

The following facilities may require transportation of VA beneficiary’s transportation under this contract.

Manchester VA Medical Center 718 Smyth Rd Manchester, NH 03107

White River Junction VA Medical Center 215 N. Main Street White River Junction, VT 05009

The following is a list of current community based outpatient clinics operated by the VA which comprises only a subset of potential origin/destination locations:

Portsmouth CBOC 302 Newmarket Street Newington, NH 03801 Tilton CBOC 630 West Main St. #400 Tilton, NH 03276 Somersworth CBOC 5 Terrascape Pkway Somersworth, NH 03878

Conway CBOC 71 Hobbs Street Conway, NH 03818

Worcester CBOC 605 Lincoln Street Worcester, MA 01605

Bennington CBOC, 186 North Street, Bennington, VT 05201

Keene CBOC, 640 Marlboro Street, Route 101, Keene, NH 03431

Newport Outpatient Clinic at Newport, VT, 1734 Crawford Farm Road, Newport, VT 05855 Pittsfield CBOC 73 Eagle Street Pittsfield, MA 01201

Fitchburg CBOC 881 Main Street Fitchburg, MA 01420

Brattleboro CBOC, 71 GSP Drive, Brattleboro, VT 05301

Littleton CBOC, 264 Cottage Street, Littleton, NH 03561

Springfield CBOC 25 Bond Street Springfield, MA 01104

Greenfield CBOC 143 Munson Street Greenfield, MA 01301

Burlington Lakeside CBOC, 128 Lakeside Avenue, Suite 260, Burlington, VT 05401

Rutland CBOC, 232 West Street, Rutland, VT 05701

Longer distance trips may include destinations such as Medical Centers within Massachusetts with locations in Brockton, West Roxbury, Jamaica Plain, Bedford and Leeds MA. Travel may also be required to the VA Medical Centers located in Augusta, Maine, Providence RI, and West Haven CT. Most trips requested across state lines are to the VA Medical Centers identified. The care in the community program is available to almost all Veteran residents of New Hampshire.

Prior to performance, the Contracting Officer or Contracting Officer Representative will provide the Contractor with a list of names or position titles and phone numbers of authorized Government personnel who may request services and receive calls from Contractor regarding contract performance. This list will be updated and submitted to the Contractor as changes occur. The Contractor shall ensure that requests for services are received from authorized VA medical center personnel, most commonly, a case worker, transportation manager, Urgent Care Staff, or AOD after hours. The VA will provide and update a list of those individuals authorized to request transportation. Requests from unauthorized individual will be referred back to the VA. Services rendered in response to requests from other than authorized personnel shall be at the risk of the Contractor and any cost related thereto shall be borne by the Contractor.

B. PASSENGER TRANSPORTATION SERVICES

B.1 The contractor shall furnish Non-Emergent Transportation Services 24 hours per day, 7 days per week, including all holidays for all patients including trips originating at one of the VA facilities or from the original trip destination for return trips.

Access to the Manchester VAMC, shall be obtained through wheelchair ramps and the door accesses located at the South-East Mountain entrance. All Urgent care transportation will be at the urgent care entrance in the rear of the building.

Access to the White River Junction VAMC, shall be obtained through the Emergency Room entrance in the ground floor of the Mountains Building.

The VA Medical Centers providing services do not close during times of inclement weather. Contractor should make the necessary arrangements to have ambulances and other contracted modes of transportation ready for routine and emergency transports to New England VA Medical Centers. In case of inclement weather, the decision as to whether a VA Patient will be transported will be made mutually by the COR or designee, and the Contractor.

B.2 If a patient being transported declines to be properly belted; he/she will not be transported. The COR or designee will be notified promptly. If the patient removes the securing devices during the trip, the driver will notify the COR or designee of this upon arrival at destination. The Contractor is not required to transport any VA patient who refuses to be properly secured while being transported.

B.3. Contractor drivers shall ensure proper loading/unloading techniques are followed at all times. Patients in wheelchairs shall be loaded onto ramps, ensuring all safety systems are working properly, and the driver must ride the lift with the patient during loading/unloading. Patients in motorized scooters MUST transfer to a vehicle seat. NO patient shall be allowed to ride a motorized cart (scooter) on the vehicle lift at ANY time. Unique patient loading/unloading requirements will be communicated at the time of transportation request (e.g., for quadriplegic or multiple amputee patients). The contractor shall ensure that drivers receive appropriate safety training on loading/unloading techniques and such training shall be documented and made available to the COR or designee annually and/or prior to contract submission or renewal. Failure to comply with this provision may be grounds for Termination for Cause in accordance with FAR 52.212-4(m).

B.4 Contractor shall provide “through the door” assisted service for all patients to and from their designated appointments. Patients shall be picked up on the ward, in their homes, in the clinics, or at other areas designated by the VA and taken to the authorized destination or appointment. All patients shall be attended at all times by the driver, healthcare provider, or another responsible party authorized by the patient. Assistance in maneuvering stairs and other barriers shall be provided by the driver and/or authorized attendant when necessary. These services may need to be provided within or outside of the origin and destination locations. An authorized care giver or medical staff at the destination must be informed of the patient’s arrival by the Contractor’s driver or authorized attendant.

B.5 The Contractor’s driver (or authorized attendant) shall observe the patient during transport. Any indication of a significant change in the patient’s condition shall be communicated immediately to the VA Medical Center serving the patient. Emergent diversions to the nearest appropriate medical facility are allowed and shall be communicated to the VA immediately. All diversions from destination, emergent or otherwise, shall be reported by the contractor to the COR or authorized designee within 1 hour and followed up with a patient safety report for patient medical record.

B.6 Should the Contractor’s driver encounter any problems with transporting of patients, the driver shall contact the COR, or designee, at the VA, from 7:30 a.m. to 4:00 p.m. During irregular tour of duty (4:01 p.m. to 7:29 a.m.), weekends or holidays, the driver shall contact the Administrative Officer of the Day (AOD) at the admissions desk. VA will provide a list of individuals (other than the COR or designee) authorized to contact the Contractor.

B.7 Contractor’s driver shall notify the COR or designee, of any unusual events, including but not limited to accidents, safety problems, patients un-belting themselves and other such incidents that occur, which involve any VA patient being transported under this contract. The COR or designee shall be notified within one (1) hour of the occurrence of the incident(s) by telephone and, if requested by the COR and/or Contracting Officer, a written report of the incident(s) will be delivered to the COR or his/her designee by close of business the next working day. Failure to comply with provisions may be grounds or Termination for Cause in accordance with FAR 52.212-4(m).

B.8 The Contractor may not transport non-VA contract beneficiaries or private-pay patients along with VA Beneficiaries under this contract. No beneficiary en-route in any transport shall be transferred from the original vehicle to another vehicle at a location other than the destination address supplied by the Travel Office, unless extraordinary, urgent need situations arise (e.g., vehicle breakdown). All such events must be reported to the Travel Office. Drivers shall not make non-emergent stops for any reason, during any patient transport under this contract.

B.9 The Department of Veterans Affairs reserves the right to have an escort, such as a relative, or care provider of a beneficiary when it is determined by the VA that an escort is in the best interest of the beneficiary. There shall be no additional charge when escorts are authorized to travel with the beneficiary. Contractor shall only be required to transport the escort with the patient and will not be required to return the escort back to point of origin without the patient. The escort shall ride in a seat that provides for the proper seat belt restraints to be utilized. At no time shall escorts or other personnel, except a physician, nurse or respiratory therapist treating the patient, be allowed in the patient compartment of the ambulance while the vehicle is in route.

B.10 The Department of Veterans Affairs reserves the right to substitute the beneficiary requiring services at any time during the performance of this contract to prevent delays, cancellations, or dry runs. An authorized VA representative will inform the driver and the contractor of the change in patient being transported. There shall be no additional charge to the Department of Veterans Affairs when such changes occur.

B.11 The contractor shall have a contingency/backup plan in the event the contractor is unable to perform services or have services performed as required. The contractor shall immediately notify the VA Travel Department or Administrator on Duty (AOD) and provide justification for non-performance (such as when an alternate provider cannot be identified) and initiate the contingency/backup plan. Failure to comply with this provision is grounds for Termination for Cause in accordance with FAR 52.212-4(m).

C. DRIVERS AND AUTHORIZED ATTENDANTS

C.1 All Contractor’s drivers and attendants shall be required to wear, in a readily observable area on the employee, a Contractor supplied photo identification badge containing the name of the driver or attendant, and the Contractor’s business name, or company uniform, that is acceptable to the Contracting Officer, which identifies the drivers and attendants while performing any aspect of service prescribed in this contract. Records of each employee as to character (criminal background check performed) and physical capabilities (Health Certificate or statement of health from a private physician) must be maintained and made available to the Contracting Officer upon request. Contractor shall be responsible for appropriate driver screening and selection criteria when employing drivers. Such screening shall include but not limited to testing drivers for prohibited drug use and alcohol misuse, and a criminal background check based on the mode of transportation as required by state and federal laws. Failure to comply with this provision may be grounds for Termination Cause in accordance with FAR 52.212-4(m).

C.2 All Contractor’s drivers and attendants shall have passed the American Red Cross First Aid Course and have on file a current certificate (renewable every three years) to be made available to the Contracting Officer upon request.

C.3 All Contractor’s drivers and attendants shall have passed the American Red Cross Adult CPR course and have on file a current certificate (renewed annually) to be made available to the Contracting Officer upon request.

C.4 All Contractor’s drivers and attendants shall have passed the Patient Assistance Safety and Sensitivity (PASS) Training.

C.5 All Contractor’s drivers and attendants shall have the physical capabilities to provide mobility assistance to the patients when transporting. The Contracting Officer/COR reserves the right to prohibit specific drivers from participating in the loading, transporting, and unloading of patients should it be determined the driver has engaged in unsafe practices. The contractor shall promptly replace any personnel removed from the performance of services. This determination will be at the sole discretion of the Contracting Officer/COR and will be based upon documented evidence.

C.6 All drivers and attendants, prior to commencing work and thereafter on an annual basis, shall demonstrate to the VA Rehabilitation Medicine Service at the VA Medical Center, the individual ability to safely load and unload patients, and the proper techniques and procedures to be followed during transportation of patients. Failure to comply with this provision may be grounds for Termination for Cause in accordance with FAR 52.212-4(m).

C.7 All Contractor’s drivers shall maintain a valid operator or chauffeur’s license, required to operate the type of vehicle necessary to perform the service, as required by the state in which the contractor is established. Contractor shall provide, upon request of the Contracting Officer, a copy of the valid license of all drivers performing under this contract.

C.8 The COR, or designee, may require an attendant other than the driver to accompany a patient for wheelchair van and litter transports. Rate charges for attendant needed to transport patient with prior authorization by the VA applies.

C.9. Contractor drivers shall not text message while driving.

C.10 The following acts are not permissible by drivers which provide services under this agreement or while on VAMC premises:

· Use of intoxicating liquors, narcotics, or controlled substances of any kind (excluding Dr.’s prescriptions which do not impair driving ability), while on duty or reporting for duty.

· Gambling in any form while on duty.

· Smoking tobacco, e-cigarettes, or vaping while on duty.

· Carrying of pistols, firearms, or concealed weapons while on duty.

· Resorting to physical violence to settle a dispute with a fellow employee(s), customer(s), or the general public while on duty.

· Spitting, or any other unsanitary, or offensive practice or behavior while on VAMC premises

· Use of loud, indecent, or profane language and/or making threatening or obscene gestures towards customers or other employees while on duty.

· Stopping for personal business, including use of a restroom, while a patient is in the vehicle.

· The driver shall not leave the vehicle with the key in the ignition at any time.

· Engaging a customer in a verbal confrontation in an attempt to settle a disagreement. Should a disagreement arise, the driver is to communicate it to their dispatcher/supervisor.

· Soliciting or accepting tips from customers, companions or others at any time.

D. CONTRACTOR EMPLOYEES, QUALIFICATIONS, AND CONDUCT

D.1 Contractor employees shall not be considered Government employees for any purpose. The Department of Veterans Affairs reserves the right to restrict any contractor employee from performing services under this contract who does not meet the required qualifications for the services he/she is required to perform and who violates Federal regulations or is identified as a potential threat to the security, safety, health and/or operational mission of the VA and its patient population. The restriction of such contractor personnel shall not relieve the Contractor from performing all the required services, in accordance with all terms, conditions, and schedules contained herein.

D.2 The Contractor shall furnish qualified personnel as required by contract specifications to accomplish all services under this contract.

D.3 Contractor personnel performing services to the Department of Veterans Affairs shall conduct themselves in a professional manner, maintain personal hygiene, wear clean, neat uniforms and be identified by having the company name, and employee name affixed to the uniform. The Contractor shall be responsible for furnishing all vehicles, personnel, equipment and supplies, vehicle fuel, uniforms, nametags and/or badges for performance of services under this contract. Employee identifications (that associate the employee with the Contractor) shall be worn in clear view above the waist. Contractor personnel shall not smoke in facilities or on the ambulance ramp to the Emergency Care Unit. There shall be no smoking within the vehicles by Contractor, patient or any other passenger.

D.4 Each patient shall be treated with the utmost of respect and concern, with a professional approach to his/her dignity as an individual and patient. All communication, both verbal and non-verbal, by Contractor's personnel with and in the presence of the patient, will be conducted in a professional manner. The Contractor's personnel shall practice the utmost discretion when discussing the patient's condition with hospital professionals in the presence of the patient, relatives, and/or caregivers.

D.5 All Contractor personnel performing contract services shall meet the qualifications as specified in this contract, as well as any qualifications required by Federal, State, County and local government entities from the place in which they operate. Contractor personnel shall meet these qualifications at all times while performing contract services. Record of each employee as to name, level, and certification to perform the duties of an ambulance driver or attendant shall be maintained and made available for inspection upon request. The VA requires that all contractor personnel receive a physical verification of safe driving record and drivers check every 2 years, and safety training one time per year.

D.6 During the contract period of performance, if the Contractor proposes to add on or replace personnel to perform contract services, the Contractor shall submit the required evidence of training, certifications, licensing and any other qualifications to the designated COR. At no time shall the Contractor utilize add-on or replacement personnel to perform contract services who do not meet the qualifications under the terms and conditions of this contract.

D.7 Contractor will provide to the Contracting Officer within seven (7) days of award Contractor’s processes and procedures for ensuring all state and local regulations are met for the modes of transportation provided under this contract.

D.8 Emergency Medical Technician-Paramedic (EMT-P) and Emergency Medical Technician-Basic (EMT-B) Qualifications. EMT-P and EMT-B providing services under this contract shall have the following qualifications, in addition to those required by Federal, State, and Local Government:

· Have completed training in accordance with the standards published by the Department of Health and Human Services (HHS). Such training programs must also be acceptable under the regulating requirements for local EMS Systems supported by DHHS under PL 93-154.

· Shall submit evidence of equivalent training program successfully completed to the Contracting Officer.

· Shall be certified, licensed or otherwise officially recognized by the local, state or regional government or public entity where the emergency ambulance service is operated or by which it is governed.

· Shall attend (at the expense of the contractor) all refresher continuing education, or advance training programs as required by the local or state government entity in which service is rendered. In no instance shall this be less frequent than every two (2) years. Such refresher training shall be equivalent to that developed by the Department of Transportation, National Highway Safety Administration.

D.9 Drivers shall have a valid operator's or chauffeur's license in accordance with Federal, State, and local government requirements for their place of operation for the services they perform. Ambulance Drivers shall have EMT-B certification as a minimum.

D.10 Prices quoted in the Schedule include the service of a qualified driver and a qualified level of EMT on any ambulance assignment. All attendants/van drivers on duty must be qualified to administer oxygen and shall have successfully completed the Standard and Advance First Aid Courses of the American Red Cross, U.S. Bureau of Mines, or equivalent. Proof in the form of a current or unexpired certificate that such first aid training has been successfully completed must be available upon request.

D.11 The VA places the highest priority on the treatment of its beneficiaries. The Contractor, Contractor’s employees, and Contractor’s representatives shall treat each patient with respect, concern and a professional approach to Patient’s dignity as an individual and as a patient. All communication both verbal and non-verbal by the Contractor’s personnel, with and in the presence of the patient, shall be conducted in a professional manner. Failure to comply with this provision may be grounds for Termination for Cause in accordance with FAR 52.212-4(m).

D.12 The Contractor’s personnel shall conduct themselves in a professional manner while performing any aspect of service related to this contract at or on the grounds of the VA Medical Center. All VA Medical Center rules and regulations shall be adhered to by the Contractor or Contractor’s personnel while said persons are at or on the grounds of the medical center. Failure to comply with this provision may be grounds for Termination for Cause in accordance with FAR 52.212-4(m).

D.13 The Contractor shall not dispose of any hazardous materials including but not limited to materials that are radioactive, flammable, explosive, corrosive, oxidizing, asphyxiating, biohazardous, toxic, pathogenic, or allergenic at any Department of Veterans Affairs premises or any location arrived at in the performance of this contract.

E. ORDERS

E.1 To the extent possible transportation requests will be made by 4:30pm the day prior for the next day’s services; however, service providers must be able to accept requests for same day services and meet the response time outlined in Section W of this contract. Scheduled transportation requests shall be made at least 24 hours in advance. The following information shall be provided by the VA to the contractor:

E.2 All requests by telephone must be answered by an employee of the contractor during the on hours of 6am to 8pm Monday through Friday. The following call metrics shall be adhered to:

· Average Speed to answer (Service level): ≥ 90 % of calls answered ≤ 30 seconds

· Abandonment Rate: ≤1%

· Average Hold Time: ≤ 120 seconds

· Disconnect Rate: ≤5% calls disconnect

· All after hours calls shall be responded to within 60 minutes of call being placed.

E.3 The Contractor shall, at all times during the contract period, have on his/her premises a functioning fax machine dedicated to communicating requirements with the Department of Veterans Affairs.

E.4 The Contractor shall identify a specific e-mail address or any other mode of electronic communication available for their company to communicate with the Department of Veterans Affairs. The use of any electronic communication system shall be mutually agreed upon after award of contract before any communications are completed in this manner.

E.5 In the event that a patient misses his/her scheduled appointment due to pick up delay, the VA shall reschedule the trip. If additional charges are incurred by the VA for the rescheduled trip said additional charges shall be the responsibility of the contractor. The VA shall notify the contractor when these cases are identified.

E.6 Any transportation service performed by the contractor, without a request from the VA, will be the responsibility of the contractor.

E.7 The Contractor shall maintain a record of all trips (scheduled on the travel log or add-on) and provide a printed CTS-defined report (e.g., spreadsheet) that includes the patients name, date and time of each trip, mileage, and/or any authorized additional charges. The printed report shall accompany the invoice for each billing cycle. The Contractor shall contact Travel Section with any questions, requests for clarification, or the need for additional information at the VA travel section during the hours of 7:30 a.m. to 4:00 p.m. During irregular tour of duty (4:00 p.m. to 7:30 a.m.), the Contractor shall contact the AOD.

E.8 Requests for add-on trips (orders placed for same day service) not initially recorded on the travel log will be made in writing by facsimile and/or by telephone from the Travel Clerk or AOD. If the Contractor fails to furnish services within a reasonable time (established as 45 minutes) after receiving an add-on request for an order, the VA Medical Center reserves the right to obtain the services from another source and to charge the Contractor with an excess cost which may result. In instances of add-on trips that are over 100 miles, require specialized transport (ie. Bariatric), or uncommon accommodations the COR may allow some flexibility in the 45-minute response time. The VA will be the sole judge in determining when to order service from another source. Alternate sources will not be subject to CTS provider credentialing.

E.9 Contractor shall give higher priority in transporting VA Patients that have scheduled trips. Contractor shall ensure add-on trips will not conflict with scheduled transports arriving at their destination timely.

E.10 In case of inclement weather, the decision as to whether or not a VA Patient will be transported will be made mutually by the COR or designee, and the Contractor. [See B.1]

E.11 The Contractor shall notify Travel, upon the Travel Clerk or Authorized Representative’s request, of the estimated time of arrival for any vehicle en-route to pick-up a VA Patient or any VA loaded vehicle en-route to a specific destination. The Contractor shall also notify Travel, by telephone, at least one-hour in advance in the event that the Contractor is unable to provide the scheduled or add-on trips within the time frame necessary for the VA Patient to maintain their scheduled appointment. The contractor must notify the VA in time for another company to travel to the destination and return in time for the patient to maintain their scheduled appointment. Contractor shall use the VA provided list of authorized individuals to contact in the event Travel is not available to receive the Contractor’s call.

E.12 Waiting time: The VA Medical Center will make every effort to alert the beneficiary to be ready and waiting for the arrival of the vehicle in order to reduce the lost time to the driver. Waiting time will not apply to the reasonable amount of time required for escorting the patient to the vehicle, loading and securing patient in vehicle, or unloading and delivering the patient to the authorized care giver or specified destination area. The driver should arrive 15 minutes prior to, requested pick up time and will wait 5 minutes after requested pick up time. For time lost in waiting at either end or both ends of a trip due to causes beyond the control of the driver, the Contractor will be reimbursed at the rate of one-fourth the hourly rate indicated in the schedule for each quarter hour or fraction thereof in excess of one-quarter hour from the time the driver reports to the designated person. Waiting time must be approved in advance by the COR or designee. If the pickup is other than the VA Medical Center, the contractor shall call the Contracting Officer’s Representative (COR) as soon as the driver expects to claim reimbursement. The call is only for the purpose of verifying the driver’s arrival at the pickup point and is not necessary if the driver anticipates no delay for which the Contractor will claim reimbursement.

E.13 Should the Department of Veterans Affairs determine that immediate transportation is essential to prevent loss of life or serious bodily harm, transportation services may be procured without referral to the contractor. However, in these extremely rare cases, no charge shall be levied against the Contractor. Alternate sources will not be subject to CTS provider credentialing.

E.14 Payment for trips, performed under the contract shall be based on the flat rate (per trip) to specific locations (plus the mileage rate for trips outside the mileage threshold). Payments for trips in which the patient is transported are limited to “one way only”, “patient loaded” miles. Payments for authorized trips in which the patient declines to be transported (through no fault of the contractor) or in which the patient cannot be found, shall be made according to “no load” trips.

E.15 The only exception to compensation for loaded miles is when patient is picked up from a remote location and dropped off at a remote location. For Example: Patient is picked up from home in city outside mileage threshold and transported to Community Based Outpatient Clinic (CBOC) for appointment (also outside mileage threshold). Contractor incurs wait time while patient completes his/her appointment and mileage to transport patient back home. In this scenario contractor will be compensated for mileage incurred from VAMC to pick up point, mileage to drop off location, wait time (if pre-approved by the VA), and mileage to transport patient back to home. Rates will be in accordance with current contract rates for mileage and wait time. “Remote location” is defined as outside the 20-mile radius of the VAMC.

E.16 If the COR or designee, Travel Clerk, or AOD, authorizes the Contractor to transport more than one patient on a trip to the same destination, (see below, paragraph G, for restrictions on the number of patients per vehicle), payment shall be made for the initial patient according to the schedule of items, plus the rider charge for an additional patient as agreed upon in the contract.

E.17 When more than 1 (one) patient is transported outside the pickup mileage threshold, in a single vehicle, a single mileage charge for the longest distance transported shall be claimed for the trip in addition to the base rate for one patient plus the established base rate(s) for the remaining patient(s). Mileage shall not be charged for each patient being transported in a single vehicle. Trip mileage shall be determined in accordance with the current MapQuest internet version. The Contractor shall ensure that pickups and drop-offs are made so that the total distance traveled will result in the most economical charge to the Government. When more than one patient is transported within the mileage threshold in a single vehicle to close destinations, a base rate may be charged for one patient and rate for additional beneficiary for the remaining patients.

F. PATIENT PRIVACY AND CONFIDENTIALITY

F.1 Because the Contractor will have access to Protected Health Information (PHI) and Electronic Protected Health Information (EPHI) and is considered a covered entity, the Contractor is subject to regulations and guidelines issued by the Department of Health and Human Services, as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA), 45 CFR Parts 160 and 164, Subparts A and E, the Standards for Privacy of Individually Identifiable Health Information (“Privacy Rule”), and 45 CFR Parts 160 and 164, Subparts A and C, the Security Standard (“Security Rule”); and whereas, Department of Veterans Affairs Veterans Health Administration is a “Covered Entity” as that term is defined in the HIPAA implementing regulations, 45 CFR 160.103.

F.2 Contractor shall maintain the confidentiality of all patient information and records associated with the performance of this contract. Contractor shall be required to sign Business Associate Agreement (BAA) as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

G. NUMBER OF PATIENTS

It is understood and agreed that no vehicle will transport more individuals than the number of approved safety restraint devices installed in that vehicle. When more than one patient is transported on a trip, whether it is to the same destination or to separate destinations, payment will be made in accordance with the terms listed in Section E.

H.VEHICLES:

H.1 The Department of Veterans Affairs reserves the right to inspect contractor's equipment and vehicles or require documentation of compliance with contract specifications, State laws, rules, regulations, and guidelines governing passenger and emergency medical transport vehicles. Inspections of contractor vehicles or equipment shall in no way constitute a warranty by the Department of Veterans Affairs that the contractor's vehicles and equipment are properly maintained. Criteria is identified as state laws, rules, regulations, etc. Even though the vehicles are owned and operated by subs the government reserves the right to inspect.

H.2 The Department of Veterans Affairs reserves the right to restrict the Contractor's use of equipment and vehicles which are in need of repair, unclean, unsafe, damaged on the interior or exterior body, and are not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the Contractor from performing in accordance with the strict intent and meaning of the contract without additional cost to the government.

H.3 Ambulances shall meet all current applicable Federal, State, and local specifications and regulations including, but not limited to, licensing, registration, and safety standards by the respective states of service.

H.4 Each emergency medical care vehicle will have patient compartment facilities, oxygen and suction systems and equipment, environmental climate equipment, communications equipment, and any additional systems, equipment, accessories, and supplies as required by the state in which the vehicle is in operation.

H.5 Each advanced life support (ALS) vehicle will have certified paramedics, patient compartment facilities, oxygen, heart monitor, suction systems, and intravenous IV equipment, environmental climate equipment, communications equipment, and any additional systems, equipment, accessories, and supplies as required by the state in which the vehicle is in operation.

H.6 Vehicles shall be clean and maintained in good repair in accordance with manufacturer's instructions and specifications at all times during the performance of this contract and shall contain:

· An emergency safety kit (e.g., bio-hazard spill kit; first aid kit; two flashlights; two sanitary blankets for patient comfort),

· Fire suppression equipment

· Appropriate road emergency warning equipment (e.g., reflective triangles).

· Written emergency procedures.

· Protective clothing required for the protection of contractor employees where patient care is expected or as CDC guidance directs, such as - i) gowns, ii) gloves, iii) masks, etc

H.7 BLS vehicle shall, in conjunction with the above, also provide on-board EMT-B, perform basic airway management, and provide IV at KVO without additives.

H.8 ALS vehicle shall, in conjunction with the above, also provide an on-board EMT-P, perform cardiac monitoring, provide Advanced Cardiac Life Support (ACLS) drugs and procedures, and perform advanced airway management and medication monitoring and administration. Advanced airway management means the ability to intubate a patient and provide appropriate respiratory care, including emergency cricothyroidotomy.

H.9 All vehicles are to be equipped in accordance with the laws and regulations promulgated by the respective states of service. Radios (or cell phones) shall be adequately powered to provide communication within the regional area as a minimum.

H.10 All vehicles must remain locked when not attended by Contractor employees to avoid unauthorized entrance. Vehicles (when not attended) shall NOT remain running, due to exhaust fumes.

H.11 The Contractor that is providing ambulance services shall provide oxygen when it is requested by authorized VAMC facility personnel (authorized employees will be identified per Section 17 of this SOW.) or required by the patient's medical condition.

Failure by the contractor to maintain compliance with any of the provisions prescribed in this section for vehicles used in performance may be considered grounds for default of the contract.

H.12 Each vehicle shall be equipped at all times when transporting a patient in the performance of this contract with equipment as required by Federal 49 CFR Parts 27, 37 and 38, Transportation for individuals with Disabilities (most current volume), CDC Guidelines, and Local Laws, ordinances, codes, rules and regulations and must have a minimum of the following:

H.13 The wheelchair van transport vehicle shall be of model and make to insure safe and comfortable transportation of wheelchair bound patients. Each vehicle shall be so configured as to hold a minimum of two (2) passengers in wheelchairs. For the safety of the passengers, the vehicle shall be equipped with a minimum of 4 point restraints for all wheelchair positions. All positions shall be seated facing the front on front mounted seats or rear on rear mounted seats of the vehicle. No patients may be transported on side mounted seats. Tie downs for wheelchairs are to consist of a leverage lock with a safety catch requiring physical unlatching. Lock shall be affixed to frame of vehicle. Many types and styles of locks are acceptable. Any type or style offering complete patient safety that will prevent any motion of the wheelchair within the vehicle will be acceptable. Those considered lacking in this essential safety feature shall not be used for patient transport under this contract unless and until replaced with an acceptable tie down system. Each vehicle and all accessories and systems must be clean and shall meet all maintenance standards of the manufacturer. All preventive maintenance shall be documented and records provided upon request by the Contracting Officer. Wheelchair vans must be designed so that patients are restrained by a seat belt at all times when the vehicle is in motion.

H.14 The wheelchair vans provided under the terms of this contract shall be licensed and meet the minimum requirements as mandated by the state for safe operation of raised roof vans or lowered floor ramp wheelchair vans. Wheelchair vans for hire in New Hampshire are must be licensed by the New Hampshire Bureau of EMS and pass inspection by New Hampshire Department of Safety.

H.15 Raised roof wheelchair vans shall have the following minimum characteristics:

· Wheelchair vans equipped with a wheelchair lift shall be equipped with the following:

· A safety bar and wheel catch (e.g., rollback stop) secured to the outside perimeter of the lift to prevent the wheelchair from rolling off.

· The lift controls will be located in such a position that the operator can work the controls while keeping one hand on the wheelchair at all times and ride the lift with the patient during loading and unloading.

· The lift shall operate in such a manner that when going up or down it will remain parallel with the ground.

· The lift shall have slip-proof surface.

· All lowered floor ramp wheelchair vans shall be equipped with the following:

· Must have ADA compliant interlock

· Must have ADA ramp and door entrance lighting

· Must have emergency rear hatch release

H.16 Use of the lowered floor ramp wheelchair van versus the raised roof wheelchair van will be determined by the contractor based on the individual needs of the VA patient.

H.17 All vehicles shall be equipped to allow for direct communication at all times between the drivers, the contractor, and staff of the VA Medical Center. This equipment may be mobile telephone, cellular telephone, or radio dispatch which would allow linking to the VA Medical Center by telephone. Contractor shall provide any telephone numbers or special access codes or devices to Travel Section in order to comply with the provision for direct communication.

H.18 All vehicles shall be equipped with properly functioning heater and/or air conditioning, with adequate capacity to maintain the comfort level of the patient during transport. Contractor shall not place a vehicle into service under this contract that does not protect the patient from outside temperatures that are not suitable for the patient’s well-being.